10 Simple Steps: How to Use a Cash Till

Operating a cash till is a common responsibility in the retail industry, and it is essential to ensure accuracy and efficiency. Whether you are new to the role or need a refresher, understanding the proper techniques for using a cash till is crucial. In this comprehensive guide, we will delve into the steps involved in operating a cash till, including opening, counting, and reconciliation procedures. By following these best practices, you can enhance your cash handling skills, streamline transactions, and minimize errors.

Before commencing operations, it is imperative to open the cash till securely. This typically involves inserting a key and rotating it to unlock the drawer. Once open, carefully count the initial float to match the amount recorded in the till report. The initial float is the cash amount placed in the till at the start of the shift. It is essential to double-check the accuracy of this count to prevent discrepancies during reconciliation. Additionally, ensure that no unauthorized individuals have access to the cash till during this process.

Throughout the day, transactions will be processed, and cash will be exchanged. It is crucial to handle each transaction meticulously to avoid errors. When receiving cash, count it clearly and audibly, then enter the correct amount into the cash register. Always issue a receipt to the customer as proof of purchase and keep a record of the transaction for accounting purposes. When making change, count it back to the customer to ensure accuracy and prevent disputes. Additionally, maintain a tidy work area and keep the cash organized to facilitate smooth and efficient transactions.

Unlocking and Setting Up Your Cash Till

Before you can begin using your cash till, you must first unlock and set it up. Here are the steps you need to follow:

Turn on the power

Locate the power switch on the back of the cash till and turn it on.
Open the till

Insert the key into the lock on the front of the cash till and turn it to the open position. The drawer will pop open.
Remove the insert

Inside the drawer, you will see an insert that contains the cash and receipt rolls. Carefully remove the insert.
Load the cash and receipt rolls

Place the cash roll on the spindle inside the drawer. Make sure that the end of the roll is facing out. Then, place the receipt roll on the spindle above the cash roll.
Replace the insert

Once the cash and receipt rolls are loaded, replace the insert into the drawer.
Close the till

Close the drawer by pressing on the lid. The key will automatically turn to the locked position.
Set the date and time

Most cash tills have a built-in clock and calendar. You will need to set the correct date and time so that the receipts are printed with the correct information.
Program the departments

If your cash till has multiple departments, you will need to program each department with the correct name and number. This will allow you to track sales by department.

Set the tax rates

You will also need to set the tax rates for your cash till. This will ensure that the correct amount of tax is charged on each sale.

Once you have completed these steps, your cash till will be ready to use.

Counting and Verifying Cash

To ensure accurate accounting, it’s crucial to meticulously count and verify cash transactions. Here’s a detailed guide on how to effectively manage cash handling:

Pre-Counting Preparations

Before counting cash, ensure you have the necessary supplies, such as a cash register, calculator, separate coin and bill trays, and a pen or pencil for recording. Create a designated and secure area for counting to minimize distractions and the risk of mistakes.

Counting Bills

Begin by separating bills into denominations. Count each stack of bills twice, once by hand and once using a currency counting machine if available. Check for counterfeit bills by using ultraviolet light, examining security features, and feeling the texture and thickness of the paper.

Counting Coins

Use a coin sorter or count coins manually. Place coins of the same denomination together and count them. To count pennies quickly, wrap them in rolls of 50 and verify the total number of rolls. Verify the total value of coins calculated by hand using a calculator.

Verifying Cash

Once you’ve counted the cash, compare the total to the receipts and transaction records. If there are any discrepancies, recount the cash thoroughly and investigate any potential errors. Keep a log of all cash transactions, including deposits, withdrawals, and transfers, to ensure transparency and accountability.

Cash Type	Counting Method
Bills	Count by hand and using a currency counting machine, check for counterfeits
Coins	Use a coin sorter or count manually, verify totals using a calculator

Processing Transactions

When a customer makes a purchase, you will need to process the transaction through the cash till. To do this, follow these steps:

1. Enter the amount of the sale

Use the numeric keypad on the cash till to enter the amount of the sale. If the customer is paying with cash, you will need to enter the exact amount of the purchase. If the customer is paying with a card, you will need to enter the amount of the purchase plus any applicable taxes.

2. Select the payment method

Use the buttons on the cash till to select the payment method. If the customer is paying with cash, you will need to select the “Cash” button. If the customer is paying with a card, you will need to select the “Card” button.

3. Complete the transaction

Once you have selected the payment method, the cash till will prompt you to complete the transaction. If the customer is paying with cash, you will need to insert the cash into the cash drawer. If the customer is paying with a card, you will need to insert the card into the card reader. The cash till will then process the transaction and print a receipt.

Tips for completing transactions

* Be sure to enter the correct transaction amount and payment method.

* If the customer is paying with cash, be sure to count the cash back to the customer correctly.

* If the customer is paying with a card, be sure to check the card for any signs of damage or fraud.

* Be polite and courteous to the customer throughout the transaction.

Step	Action
1	Enter the amount of the sale
2	Select the payment method
3	Complete the transaction

Giving Change

When a customer gives you more money than the total cost of their purchase, you need to give them change. To do this, first calculate the amount of change the customer is owed by subtracting the total cost of the purchase from the amount of money they gave you. Then, count out the change using the bills and coins in the cash drawer. Start with the largest bill or coin and work your way down to the smallest. Once you have counted out the change, hand it to the customer and thank them for their purchase.

Receipts

When a customer pays for their purchase, you should give them a receipt. A receipt is a document that shows the customer what they purchased, the total cost of their purchase, and the amount of change they received. To create a receipt, simply print out a copy of the purchase transaction on the cash register. Once the receipt is printed, hand it to the customer and thank them for their purchase.

Cash Drawer	Description
Bills	Paper money in various denominations, such as $1, $5, $10, $20, $50, and $100.
Coins	Metal currency in various denominations, such as pennies, nickels, dimes, quarters, and loonies.
Checks	Paper documents that represent a promise to pay a certain amount of money.
Credit Cards	Plastic cards that allow customers to make purchases without using cash.
Debit Cards	Plastic cards that allow customers to make purchases directly from their bank accounts.

Balancing the Till

Ensuring your cash till is accurate is a crucial aspect of managing a business. Balancing the till involves verifying that the amount of cash on hand, plus any credit card receipts, matches the total sales recorded for the shift.

To balance the till, follow these steps:

Count the physical cash: Remove all cash from the till and count it carefully. Ensure you include any loose notes and coins.
Check the credit card receipts: Tally the total amount of credit card transactions processed during the shift.
Add the cash and credit card amounts: Sum the physical cash and credit card amounts to get the total cash on hand.
Compare to sales record: Refer to the sales record or register tape to determine the total sales for the shift.
Balance check: Subtract the total sales from the total cash on hand. If the resulting amount is zero or a negligible difference, the till is balanced. If there is a significant discrepancy, you may need to investigate the cause of the error.

Item Amount

Total Sales $500

Cash on Hand $480

Credit Card Receipts $30

Total Cash on Hand $510

Difference $10

In this example, the difference of $10 indicates that the till is not balanced. An error may have occurred during counting or recording, which requires further investigation.

Item	Amount
Total Sales	$500
Cash on Hand	$480
Credit Card Receipts	$30
Total Cash on Hand	$510
Difference	$10

Balancing the till regularly is essential for maintaining accuracy, detecting any discrepancies, and preventing potential theft or errors.

Handling Mistakes and Shortages

Mistakes and shortages when using a cash till are inevitable. The best way to handle them is to be prepared and to follow a consistent set of procedures.

Mistakes

If you make a mistake when processing a transaction, do not panic. Simply void the transaction and start over.

Shortages

If you are short at the end of your shift, you will need to count your cash and identify the source of the shortage. Once you have determined the source of the shortage, you can take steps to correct the error or to prevent it from happening again.

Here are some tips for handling mistakes and shortages:

Stay calm and do not panic.
If you make a mistake, void the transaction and start over.
If you are short at the end of your shift, count your cash and identify the source of the shortage.
Take steps to correct the error or to prevent it from happening again.
Document all mistakes and shortages.
Report all mistakes and shortages to your supervisor.

Mistake or Shortage	Action to Take
Entering the wrong amount	Void the transaction and start over.
Giving the customer too much change	Ask the customer to return the extra change.
Taking too much money from the customer	Apologize to the customer and give them the correct change.

Maintaining and Securing Your Cash Till

Keep Your Till Organized

Neatly arrange bills and coins in designated compartments, with higher denominations on top for quick access. Keep checks, vouchers, and receipts separate to avoid confusion.

Manage Float

Set aside a specific amount of cash for daily transactions, known as the “float.” Adjust the float regularly based on expected sales to minimize overages or shortages.

Secure Your Till

Keep your cash till in a secure location, such as a locked drawer or cabinet. Limit access to authorized personnel only and avoid leaving it unattended.

Count Cash Regularly

Conduct regular cash counts to ensure accuracy. Count cash at the beginning and end of each shift, and document any discrepancies promptly.

Reconcile Transactions

Reconcile cash transactions regularly against sales records and receipts. This helps catch errors and prevent losses due to theft or fraud.

Train Staff Properly

Provide thorough training to cashiers on till procedures, security measures, and cash handling protocols. Emphasize the importance of accuracy, honesty, and reporting discrepancies promptly.

Establish Clear Policies and Procedures

Policy	Procedure
Opening/Closing Till	Step-by-step instructions on how to prepare, open, and close the cash till
Cash Handling	Guidelines for accepting, counting, and storing cash
Discrepancy Handling	Protocol for reporting and investigating cash shortages or overages

Troubleshooting Common Cash Till Issues

8. Printer Not Working

Possible causes:

Printer is not connected properly
Printer is out of paper
Printer is jammed
Printer driver is not installed correctly

Solutions:

Issue	Solution
Printer is not connected properly	Ensure the printer cable is securely connected to both the printer and the cash till.
Printer is out of paper	Load the printer with new paper.
Printer is jammed	Open the printer and clear any jammed paper.
Printer driver is not installed correctly	Reinstall the printer driver.

Avoiding Cash Handling Errors

1. Count Cash Discrepancies Immediately

If you notice a discrepancy between the cash in the till and the amount recorded, recount the cash immediately to verify the error. Report any discrepancies to a supervisor promptly.

2. Use a Safe and Organized Counting System

Establish a consistent counting system to avoid errors. Verify the amount twice to ensure accuracy.

3. Securely Handle Cash at All Times

Always keep cash in a secure location when not in use. Limit access to the till and keep it out of reach when closed.

4. Train and Supervise Staff

Provide proper training on cash handling procedures to all staff. Supervise staff regularly to ensure adherence to policies.

5. Prevent Counterfeiting

Be vigilant in checking for counterfeit bills and educate staff on how to identify them.

6. Use Counting Machines

Consider using automated counting machines for large amounts of cash. These devices can improve accuracy and efficiency.

7. Reconcile Transactions Regularly

Reconcile cash sales with credit card and check transactions daily. This helps identify any potential errors or fraud.

8. Regular Cash Audits

Conduct regular audits of the till and compare it with sales records. This helps deter theft and ensures accuracy.

9. Detailed Procedures for Till Reconciliation

Establish clear and detailed procedures for reconciling the till at the end of each shift. This should include the following steps:

Step	Description
1	Count all cash in the till.
2	Separate bills and coins into denominations.
3	Use a counting machine or count the cash manually.
4	Compare the amount counted with the recorded sales.
5	Identify and reconcile any discrepancies.
6	Document the reconciliation and any discrepancies.

By following these procedures, businesses can minimize cash handling errors, ensure accuracy, and prevent losses.

Best Practices for Using a Cash Till

1. Count the Cash Drawer Accurately

Before opening or closing the till, always count the cash drawers twice to ensure accuracy. Count all bills and coins carefully, double-checking the totals against the expected amount. Reconcile any discrepancies immediately to prevent errors.

2. Keep Records of All Transactions

Maintain detailed records of all cash transactions, including the date, time, amount, and type of transaction (sale, refund, etc.). These records provide a valuable audit trail and assist in identifying any potential discrepancies or fraud.

3. Separate Bills and Coins

Keep bills and coins separated to avoid confusion and ensure accuracy when counting. Organize bills in descending order of value and coins in ascending order of value.

4. Secure the Cash Drawer

The cash drawer should always be kept locked when not in use. Use a secure lock and key to prevent unauthorized access and protect the contents.

5. Use a Coin Dispenser

A coin dispenser is a valuable tool for accurate and efficient counting of coins. It helps prevent miscounts and ensures that all coins are accounted for.

6. Reconcile Cash Drawer Regularly

Reconcile the cash drawer at regular intervals to compare the actual cash amount to the amount recorded in the POS system or transaction records. This helps identify any discrepancies and allows for timely corrective action.

7. Avoid Excessive Cash in the Drawer

Limit the amount of cash kept in the drawer to minimize the risk of theft or loss. Make frequent cash drops to reduce the potential for large cash amounts accumulating in the till.

8. Train Staff on Cash Handling

Provide training to staff responsible for handling cash to ensure they understand proper procedures and best practices. This includes counting accuracy, record-keeping, and security measures.

9. Monitor Cash Flow

Track cash flow by regularly reviewing transaction records and comparing them to expected sales and expenses. This helps identify any unusual patterns or discrepancies that may require further investigation.

10. Conduct Cash Audits

Periodically conduct cash audits to thoroughly review all cash handling procedures, including counting accuracy, record-keeping, reconciliation, and security measures. These audits help identify any weaknesses or areas for improvement, ensuring the integrity and accuracy of cash transactions.

How To Use A Cash Till

A cash till is a secure and efficient way to handle cash transactions. It helps businesses keep track of their sales and cash flow, and can prevent theft and fraud.

To use a cash till, you will need to:

Open the till. This is usually done by turning a key or pressing a button.
Enter the amount of the transaction. This can be done using the keypad on the till.
Take payment from the customer. This can be done in cash, check, or credit card.
Give the customer their change. This can be done using the change dispenser on the till.
Close the till. This is usually done by turning the key or pressing a button.

It is important to keep your cash till organized and secure. This will help to prevent theft and fraud. Here are some tips for keeping your cash till secure:

Keep the till in a locked location when it is not in use.
Keep track of all cash transactions. This can be done using a cash log or a receipt printer.
Be aware of the signs of counterfeit money.
If you suspect that a customer is trying to pass counterfeit money, do not accept it.